CHAPTER 173. UNIFORM PROCEDURES, INDEXES
AND DOCKETSSec.
173.1. Minimum standards for prothonotary records.
173.2. Minimum standards for recording of documents in offices receiving criminal filings.Source The provisions of this Chapter 173 adopted January 25, 1974, 4 Pa.B. 290, unless otherwise noted.
§ 173.1. Minimum standards for prothonotary records.
(a) General rule. The minimum standards for maintenance of records in the Office of the Prothonotary shall be as follows:
(1) An annual numbering system referring to the year and case number shall be adopted, to wit, 73-485.
(2) One General Docket shall be employed in which all actions, Judgments, Liens or matters (Federal Liens, Secured Transactions, Fictitious Names, Notary Docket and Power of Attorney Register shall be maintained as heretofore) shall be recorded in chronological order, regardless of type or description, and which shall be recorded as briefly as possible:
(i) Caption.
(ii) Attorneys.
(iii) Number of case.
(iv) Type of action or matter and, if trespass, whether motor vehicle or not.
(v) Jury trial, trial by judge without jury, arbitration or other.
(vi) The date of filing each paper and brief description of that paper, e.g., Summons, Complaint, Interrogatories, Notice of Depositions,Preliminary Order, Final Order, Judgment and amount, Award and amount, Verdict and amount, Settle, Discontinue and End, or Termination or Termination with Prejudice.
(vii)(A) In rem matters or those actions requiring identification by a real estate description shall be identified by either recording the name of the record owner or the tax map unit and parcel number or indicator as established by modern tax identification system.
(B) Prothonotaries employing manual systems shall maintain a separate Locality Index which shall contain the name of either the record title owner or a tax map unit and parcel number or indicator as established by modern tax identification system.
(viii) All satisfactions, terminations by parties or entries of Settle, Discontinue and End shall be accomplished by satisfaction piece and not by entry of signature on docket.
(3) The General Docket shall have the following index system:
(i) A judgement Index in which all Judgments, Liens and Lis Pendens shall be recorded in chronological order of their filing. Said index shall contain the following information:
(A) Name of defendant. Name of plaintiff.
(B) Number of case.
(C) Docket and page.
(D) Date of filing.
(E) Nature of Proceedings.
(ii) A Miscellaneous Index in which all other actions or matters shall be recorded. Said index shall contain the following information:
(A) Names of plaintiff and defendants.
(B) Number of case.
(C) Docket and page.
(D) Date of filing.
(E) Nature of proceedings.
(b) Scope. The minimum standards set forth in subsection (a) of this section shall apply to all offices adopting computer or other electro-data processing systems. The same minimum standards may also be adopted by any Prothonotary’s Office employing manual procedures. Any Prothonotary may include additional information if local practice or custom dictates.
§ 173.2. Minimum standards for recording of documents in offices receiving criminal filings.
(a) General rule. The minimum standards for the maintenance of records in criminal proceedings (other than juvenile) by offices receiving criminal filings shall be as follows:
(1) One criminal docket shall be maintained in which all criminal proceedings (whether commenced by transcript, appeal, petition for habeas corpus or petition for commitment) shall be recorded.
(i) An annual numbering system shall be assigned which will be a local permanent identification number for each case.
(ii) The following data elements shall be recorded where applicable:
(A) Defendant Information
Defendant name
Defendant address
Unique Court Number
Offense Tracking Number
Sex
Birth date
AOPC number, if attorney
Race
Date transcript received
Alias information
(B) Co-defendant Information
Co-defendant name
Unique Court Number or linkage to other defendants
(C) Affiant and Witness Information
Affiant and witness name
Affiant and witness address
Date of offense
(D) Pre-Trial Proceedings
(I) District Justices:
Complaint, warrant or summons date
Arrest time and date
Preliminary charges—statute reference (‘‘Pa.C.S.’’ citation if Crimes Code of other Consolidated Pennsylvania Statutes offense; otherwise citation of Act of Assembly)
Preliminary arraignment date
Preliminary hearing date or waiver
Disposition of each charge
Continuances before Common Pleas Court, by whom, date and reason
(II) Common Pleas
Charge
Indictment or information number if used
Waiver of arraignment and/or Grand Jury
Date of arraignment
Grand Jury action and date
Pre-Trial motions and arrest
(E) Bail
Current amount of bail
Type of bail and date
Bonds person, or other surety
Reductions or increases
Bench warrants
Date issued
Judge name and code number
Date defendant returned
Forfeitures
Date issued
Amount received
Bail reinstatement
Date
Judge name and code number
Amount
Commitment in default or without bail
Where and when
(F) Trial Proceedings
Plea
Initial
Final
Type of trial, beginning and ending dates and duration
Judge name and code number
Assistant district attorney name and AOPC number
Defendant attorney type or waiver
Date of mistrial
Date of verdict
Verdict or disposition on each count
Number of continuances, date and reason
(G) Special Programs
Date of action
Judge name and code number
Length of participation in program
Amount of fine and costs
Date of termination from program
Successful completion or violation
(H) Post Trial Proceedings
Date court ordered pre-sentence investigation and/or psychiatric evaluation
Investigation prepared by Commonwealth or county
Date pre-sentence investigation submitted
Date of sentence
Sentence Judge and code number
Minimum term and maximum term each charge or count
Days
Months
Year
Date the sentence to commence
Credit for time served
Sentence
Lying-in expenses
Probation length
Probation type (Commonwealth or county)
Restitution, amount and date paid
Type of fine, amount, due date
Costs
On county
On defendant
On prosecutor
Record of costs paid, date and amount
Post conviction proceedings and decision
Violations of probation
Date of warrant to commit
Date of request for warrant for violation
Date of hearing and results
Date Motions for new trial and/or arrest of judgment filed
Date of Order directing transcription of Notes of Testimony
Date of filing Notes of Testimony
Date Notes of Testimony certified
Date and decision of trial court
(I) Appellate Proceedings
Date appeal to appellate court
Date complete record transmitted to appellate court
Date and order of appellate court
(J) Case Record
Date and identification of each document placed in case file
(iii) One index system shall be established in which all criminal proceedings shall be recorded.
(2) All non-criminal proceedings filed in the office receiving criminal filings shall be recorded in a miscellaneous docket in a brief manner identifying the documents filed and date of recording. One index system shall be established in which all noncriminal proceedings shall be recorded.
(3) Coroner and non-support proceedings shall be maintained in separate dockets and index systems. Local rule of court may provide that:
(i) The records of the Coroner shall be transferred to and maintained by the Coroner.
(ii) Non-support records shall be transferred to and maintained by the Domestic Relations Office.
(b) Scope. The minimum standards set forth in subsection (a) of this section shall apply to all offices adopting computer or other electro-data processing systems, and the traditional docket shall be discontinued and shall be replaced by such manual and machine-aided processing procedures as may be appropriate. The same minimum standards may also be adopted by any office employing manual procedures. Any office may include additional data elements if local practice or custom dictates.
(c) Modifications. Any office subject to the requirements of subsection (a) of this section may with the written approval of the Administrative Office make modifications in or deletions of data elements prescribed therein.
Source The provisions of this § 173.2 adopted November 22, 1974, 4 Pa.B. 2414.
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